Administrative Assistant

Job Description

Job Description

SUMMARY: We are seeking a friendly, organized, and dependable Administrative Assistant to serve as the first point of contact for visitors, employees, and vendors. This role is responsible for managing daily front office operations, providing administrative support, and helping maintain a welcoming and efficient workplace environment.

PRIMARY WORK SHIFT: This position is available as full-time or part-time with a set daily schedule between 10 A.M. and 5 P.M. Candidates should indicate their availability and preference at the time of the application.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without ADA accommodation.

In the absence of this role or any incumbent, the immediate supervisor/manager identified in the organization chart assumes responsibility for all duties and delegation of authority.

• Answer incoming telephone calls and forward to appropriate party.
• Greet visitors, verify they have completed required safety and food safety training, and announce visitor to appropriate staff member.
• Responsible for receiving inbound mail and distributing as appropriate.
• Responsible for preparing and sending outbound mail.
• Responsible for inventory of office supplies including kitchen and cleaning supplies.
• Coordinate with regularly scheduled vendors including office supply, coffee, paper shredding, pest control, and other contracted service providers.
• General office upkeep including general tidy of reception area, cleaning hard hats after use, and keeping the kitchen and board room stocked and organized.
• Arrange food orders and catering for visiting guests, internal meetings, and plant-wide events.
• Serve as the primary contact for local sponsorship and donation requests; evaluate, route for approval, track commitments, and coordinate fulfillment.
• Perform end-of-day closing duties including cleaning the coffee station, turning off lights and radio, and securing the front entrance.
• Provide general administrative support including filing, drafting correspondence, scheduling, and maintaining vendor and employee contact records.
• Assist with light accounting functions such as coding and routing vendor invoices, processing expense reimbursements, and supporting month-end documentation.
• Supporting other activities and projects as assigned or dictated by business needs.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory duties.

QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job.

• A minimum of a High School Diploma or equivalent required, previous office support experience preferred.

• Meticulous attention to detail and accuracy.

• Ability to effectively prioritize and organize tasks and follow through to ensure completion of assignments in an efficient and high-quality manner.
• Strong communication and interpersonal skills with a positive, professional attitude toward visitors, employees, and vendors.
• Ability to work with minimal supervision.
• Knowledge of and ability to operate Microsoft office software, internet and other computer software to complete essential duties and responsibilities.
• Knowledge of and ability to operate general office equipment such as telephones, copy machines, and printers.

LANGUAGE SKILLS:

Ability to read and comprehend simple instructions, short correspondence, memos, procedures, and plans. Ability to write, complete checklists and other basic documentation and correspondence. Ability to effectively present information or data in one-on-one and small group situations to co-workers, supervisors, and managers.

MATHEMATICAL SKILLS :

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:

Must use solid judgment when making decisions. Must have ability to quickly recognize and plan for changing work duties and events.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to perform tasks, reach with hands and arms; talk; and hear. The employee may occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

EQUAL EMPLOYMENT OPPORTUNITY:

It is our policy to provide equal opportunity to all qualified persons seeking and continuing employment with Amber Wave. We comply with all federal and state employment opportunity laws and do not discriminate in our employment and personnel practices against any person on the basis, including, but not limited to: veteran status, uniformed service member status, race, color, religion, sex, sexual orientation, gender identity, age (40 and over), pregnancy (including childbirth, lactation and related medical conditions), national origin or ancestry, citizenship status, physical or mental disability, genetic information (including testing and characteristics) or any other consideration protected by federal, state or local law. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors/managers, and co-workers.

Any offer of employment or termination of employment initiated by the Company must be approved by the department head. Questions regarding the employment or promotional practices of Amber Wave should be referred to Human Resources.